Warning: These steps assume that the child list you wish to change contains no data that is relevant. If you have a lot of data in the list and are unsure how to proceed please contact support@lookout-software.com. These instructions are presupposing there is no existing data in the list.
Follow these instructions and steps to change a Project or Contract (or other) existing Child List to a Parent List.
In this example we are using a Project which will become a Parent Item with Tasks, Interactions, Documents, Emails and Meetings as Child Items.
Step One
Locate or create the following setting with the Project value as shown below. Make sure the SettingValue is the correct LIST name.
Step Two
Create a Value for the following shown Setting or create if it doesn’t exist. Make sure the spelling is accurate. When you come to the point of creating child items for this Standalone Parent item you will require this Setting. We have used Project Name as the value for the Project. You can use another column name if preferred.
Step Three
Locate the CreateNewAndSearchManager Setting and make the necessary changes.
- Remove the reference to Projects from the Accounts line.
- Remove the reference to Accounts from the Projects line.
- Remove the reference to Main Contact from the Projects line.
- If your Opportunities are using related Projects then remove the reference to Projects from the Opportunity line.
- If the Flex Outlook Plugin is used add the items “plugin,quicksearch” as shown to prevent Projects being created this way.
Step Four
Remove the ability to create a Project from the Actions Bars where they may appear. Accounts for sure and perhaps Opportunities and Contracts.
Step Five
Add “Projects|DoNotSearch” Value to the WizardListSearchOptions Setting if exists or create if it doesn’t.
Step Six
Reset the Application Cache to preserve and activate all the changes you have made.
Step Seven
If in your Project list the SharePoint “Title” field is referencing a field value other than “Project Name” follow these steps. If it is referencing Project Name then Step Seven can be bypassed.
- From List - List Settings locate the column field “Project Name” (Note: This example is using the “Project Name” field as the primary reference field.) and change it to something else such as “xProject Name”.
- Next locate the “Account” name which is defaulted to use the SharePoint “Title” field. Change “Account” to Project Name.
- Remove the Account field and other Account fields if desired and no data exists that you wish to maintain.
Step Eight
Test the creation of a Project from the Wizard to ensure that there is no front end search and the New form launches. If the item doesn’t appear on the Wizard go back through your Settings and find the error. The Setting list is very precise. Any character missing will stop the process from working. If the Project icon appears, click it to ensure the Project form will open without searching.
Step Nine
To make the necessary modifications to the copy down functions found in the Flex New form, click the tools icon and delete the items shown below and Save the form.
Step Ten
You should now be back at the New form. Test the form by adding some text and click Save.
Note: If the following error appears it means that the Project Name (or any other field name that has been assigned to the Title field) is not shown on the form. Click the Editing tools and ensure the field is on the form correctly.
Save the changes and try to process the New form again. This time you should get to the next step which is modifying the Quick Actions to comply with your new Project process as a Standalone Item. For example you must remove the reference to Create an Opportunity and Create a Contact for this Account.
Step Eleven
Next you must make changes to New, Edit and Display forms. It depends whether the Project list has only the proper references you require for your new Project. If you have added new fields then each of the forms must be changed. If no new column fields have been added then only the Display form must be modified as it shows references to the Account and Main Contact.
To access the Display form either click “Go to THIS Project Item” from the Quick actions shown above or simply click on an existing Project from the list.
Note: if you need assistance with modifying forms please contact support@lookout-software.com. There is full documentation on modifying all forms within this Guide.
Step Twelve
Its quite likely that you will require a Sub Grid for the New Standalone Project Item. Follow the instructions in this Guide to adding a new Sub Grid to an existing item.
You may also find that you have a Sub Grid that is not being used. You can switch it from its current use to a “Connected Accounts” list easily enough by changing the List Name reference and then picking up the fields used for that new form.
Make sure that the new Sub Grid is set to show Connections.
Step Thirteen
Ensure there is a Connection Setting to enable the new relationship between the Project and the Account. In this example we have set only one option and then set to be the default item. Once this is done do not forget to once again Click Reset Application Cache.
Step Fourteen
Now it is necessary to enable child items of Interactions, Tasks and Meetings to work with the new Standalone Parent item. Because these 3 child items are used to having an Account and Main Contact to copy down to them we must add a column field into each of these child items that will be affected by this new process. We can choose a generic term like “Interacted With” for Interactions list, “Task With” for Tasks list and “Meeting With” for Calendar items.
Each of the 3 action lists (Interactions, Tasks and Calendar items) will need the same modifications if the plan is to use all 3. If only Tasks are to be used with this new Standalone list then only that list needs modification. The steps will be the same for all lists.
Let’s use Tasks for this example.
- Locate the List Settings for Tasks.
- Change the Account column to “Task With”.
- Start the process of creating a Task for a Project. This step will launch the Tasks New Form.
- The column “Task With” may no longer be in the Selected columns list so drag it over.
- Remove the reference in the Copy Down section [Account]=[Account].
- Add a new line in the Copy Down section with says “Tasks With=#parentname#” (do not add quotes).
Step Fifteen
This step requires modifications to the Edit and Display form
1. The best way to access the Edit and Display forms is to use the Quick Actions. Once a new item has been created, jump directly to Edit.
2. In the Edit form you will need to once again drag the “Task With” column over to the Selected Columns as you did with the New Form. Access this function using the Tools icon or Edit Web Part. Save this change.
3. Once the changes are saved you will now be taken to the Display Form. Click the Tools icon to access the configuration for this Web Part. Locate the FLEX Configuration section. Go to the Columns section and add #parentname#.
Step Sixteen
Finally, go to List Settings for the new parent list (in this case Projects) and delete the Main Contact field and the Main Contact Email field if it exists.
Now, when you create a Task for an Account or Contact you will see the following Display Form:
And when you create a Task for a Project you will see the following Display form.